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• Odoo DMS in nutshell
• Odoo DMS - What does is solve?
• Odoo DMS - Key features
• Odoo DMS - Measurable benefits
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Odoo DMS in a Nutshell

Odoo DMS (Document Management System) is an advanced Odoo module that enables electronic management of the entire document lifecycle within your organization. The Odoo DMS module allows you to plan processes, flows, steps, and permissions, ensuring that document management in your company is under your complete control. From document creation, through sharing, collaboration, approval, and archiving, to secure deletion – Odoo DMS controls every stage of a document's life.

Odoo DMS - What Problems Does Odoo Document management Solve in Practice?

How does the Odoo DMS - Document Management module in Odoo translate into concrete improvements in the daily work of companies across various industries?

Disappearing Invoices and Payment Delays

• Solution with Odoo DMS: No more paper invoices lost on desks! Purchase invoices are scanned or uploaded to Odoo DMS and automatically categorized. The accounting department has instant access to all invoices in one place. The invoice approval workflow accelerates the approval and payment process.
• Effect: Timely payments, better supplier relationships, and avoidance of late payment penalties.

Invoice, Contract, and Document Approval Delays

• Solution with Odoo DMS: The invoice approval workflow in Odoo DMS automates the entire process. Invoices, documents, or contracts are automatically routed to the appropriate people (e.g., purchasing department, manager, accounting) in a defined order. Approvers receive notifications and can approve invoices online, with a single click, directly in the Odoo DMS system. The approval status is transparent and visible to all authorized users.​
• Effect: Significant acceleration of the invoice, contract, and document approval process, timely payments, better control over expenses, and more efficient work for accounting, project, and other departments using document management with Odoo DMS.

Manual Sending of Documents to Clients, Contractors, or Employees

• Solution with Odoo DMS: Automatic document sending from Odoo DMS eliminates manual work and errors. The system enables automatic distribution of documents (e.g., contracts, sales invoices, reports, instructions) to specific stakeholders (clients, contractors, employees) directly from the Odoo DMS system. You can define automation rules based on document types, tags, and related records in Odoo (e.g., client, project). The system can send documents via email with attachments or share a download link to a secure client/contractor portal.
• Effect: Automation of document distribution, time savings, elimination of manual sending errors, assurance that stakeholders receive up-to-date document versions, a professional company image, and improved communication with clients and contractors.

Cumbersome Searching for Project Documentation

• Solution with Odoo DMS: Project documentation (specifications, drawings, contracts, correspondence) is stored in Odoo DMS and linked to specific projects. Searching for needed files takes seconds thanks to full-text search and document tagging. Odoo DMS also offers the use of advanced filters at the document search stage, folder structure creation, and much more.
• Effect: Faster problem-solving, more efficient communication within the project team, and meeting deadlines.

Lack of Version Control for Contracts and the Risk of Using Outdated Documents

• Solution with Odoo DMS: The document versioning feature in Odoo DMS automatically tracks all changes in contracts and other important documents. With Odoo DMS, you are always sure you are working on the latest version of a document. Access to previous versions is also easy, facilitating audits and dispute resolution.
• Effect: Minimized risk of errors resulting from using outdated documents and greater legal security for the company.

Difficult Access to Product Documentation for Field Employees

• Solution with Odoo DMS: Thanks to mobile access to Odoo DMS, service technicians or field sales representatives have access to user manuals, product specifications, price lists, contracts, and other necessary documents on their tablets or smartphones.
• Effect: Faster and more professional customer service, even in the field, without the need to carry paper documents.

Time-Consuming Archiving of HR Documents and Difficult Access to Them

• Solution with Odoo DMS: HR documentation is digitized and stored in DMS in an organized and compliant manner. Searching for employee documents is instant. The HR department has full control over access to confidential employee data.
• Effect: Time savings in HR administration, increased security of personal data, and easier preparation for HR audits.

Lack of Collaboration in Document Creation and Review

• Solution with Odoo DMS: Collaboration features in Odoo DMS enable multiple people to work on a single document simultaneously. Commenting, reviewing, suggesting changes – everything takes place in the Odoo DMS system, while maintaining change history.
• Effect: More efficient teamwork on documents, faster approvals, and better quality of final document versions.

Benefits of Implementing the Odoo DMS Module - Efficient Odoo Document Management for Your Company:

Streamlining Information Flow and Communication

Centralization of documents thanks to Odoo DMS and easy access to them improves information flow in the company and facilitates communication between teams. Employees have faster access to the documents they need, which translates into more efficient work and better collaboration.

Increased Employee Productivity

Saving time on searching for documents, manually transferring files, and paper administration increases employee productivity. They can focus on more strategic tasks and generate greater value for the company.

Reduction of Operating Costs

Digitization of documents thanks to Odoo DMS reduces costs associated with printing, archiving, and storing paper documents. You save on paper, toner, office space, and administrative employee time

Improved Document Security

The electronic document repository in Odoo DMS provides a higher level of document security than a traditional paper archive. Protect documents from loss, damage, theft, and unauthorized access. Control access to confidential company information.

Compliance and Easier Audit

Odoo DMS helps companies meet legal requirements for document storage and data protection. Document change history, access logs, and history tracking facilitate preparation for inspections and audits.

... and much more thanks to Odoo DMS!

Invest in efficient document management system in your company 
with Odoo!